Implementing GFEBS in Michigan

Michigan Department of Military and Veterans Affairs –

State Operations

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Mission, Vision & Values

Mission: Provide relevant and ready

operational military forces, consistent with our values, in support of our state and nation.

Provide support to military personnel, civilian employees, families, retirees, and veterans.

Vision: Acknowledged as a premier

military and veterans organization meeting state and national requirements. Recognized as the destination of choice for full spectrum operations and four-season joint training.

Values: Loyalty Duty Personal Courage Selfless Service Honor Integrity Respect Integrity First Service Before Self Excellence In All We Do

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Military and Civilian Employees

Military Personnel - 11,704 Army Guard: 8,976

Full Time: 1,215

Air Guard: 2728 Full Time: 803

Total Full Time Personnel 2,018

Civilian Personnel – 1,231 State Employees: 876

Federal Workforce: 355

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Classified State Employees

LOCATION TOTAL 100% GF/GP COMBINATION STATE & FED

Headquarters 53 16 37

Armory Maintenance 22 22 0

Youth Challenge 32 0 32

Camp Grayling 61 0 61

Fort Custer 21 0 21

AASF/USPFO/CSMS 11 0 11

Alpena CRTC 41 0 41

Battle Creek ANG 47 0 47

Selfridge ANG 17 0 17

Veterans Affairs Directorate 3 3 0

Veterans Trust Fund 5 0 5

Grand Rapids Home 410 0 410

Jacobetti Home 153 0 153

Total 876 41 835

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Army National Guard

•Two Army National Guard training sites•43 State-owned Armories•8976 Soldiers•6 Major Commands, 14 Battalions

CALUMET

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Michigan Air National Guard

Battle Creek ANGBBattle Creek ANGB

Selfridge ANGBSelfridge ANGB

Alpena CRTCAlpena CRTC

Lansing HeadquartersLansing Headquarters

•3 Bases•Selfridge ANGB•Battle Creek ANGB•Alpena CRTC

•2728 Airmen•3 Aircraft Types

•A-10•C-21•KC-135

•1 Command & Control Group

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Objective

Discuss the implementation of GFEBS in Michigan from a State’s

perspective

Provide opportunity to discuss issues, concerns and best practices

related to GFEBS

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Briefing Outline GFEBS

Purpose & Related Information

Implementation in Michigan Roles & Responsibilities USPFO Training SF270 Processing

Discussion

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GFEBS - PurposeGFEBS is a commercial-off-the-shelf financial management system built by SAP to replace the

Army’s legacy Standard Financial System (STANFINS) to serve as the Army’s enterprise

resource planning system.

Will bring the Army in compliance with the CFO Act and the Federal Financial Management Act

Replaces 80% of overlapping interface requirements and functionality.

Replaces 75 Army systems/interfaces and 48 others

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GFEBS - Purpose (Cont.) Provides standardized and real-time financial

asset, and accounting data and information; integrates financial systems and functions

Over 79,000 Army users Worldwide More than 200 locations A Million Transactions A Day Used by Active Army, USARNG and USAR Annual Budget $140 Billion GFEBS Training Provided for User Roles Within

the System (Program Managers, Budget Analysts and Activity Directors)

Source: www.gfebs.army.mil

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Implementation Training – Online for Program Managers

(PM) and Federal Personnel

Planned to run both STANFINS and GFEBS because SMD received Advance Payments

SMD decided to forgo advance payments

Allowed to fully implement GFEBS

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Implementation There were many stops and starts

before funding was in place

PMs were told to load funds in both systems

PMs had to move FY12 Funds to GFEBS

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Implementation Lack of Available Training for State

Employees We didn’t know what we didn’t know

(preparation difficult)

Lack of Reimbursements No GFEBS account coding, No funds letters, No

STANFINS Did not start receiving reimbursements until

March 2012

We made the decision to make the conversion and not “Kick the can” down the road

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Implementation ADVANCES PAYMENTS

States with advances don’t have to make the conversion until October 2012

Mississippi is 1 of 5 test State for advance processing in GFEBS

In Nebraska GFEBS is used for all transactions except for cooperative agreements

Hampers management of MCA regarding advances and other payments to State Military Departments

Cash Management and the Single Audit

We made the decision to make the conversion and not “Kick the Can” down the road

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USPFO Training Routing & Changes (Flow of Paper)

Funds Commitment Sheets/Line of Acctg (LOA)

State Certifying Official – Block 13 Federal Program Manager Responsibilities

Grant Officer Representative Validates compliance with MCA

USPFO Commercial Accounts Process SF270

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Roles & Responsibilities USPFO-Michigan

Comptroller – Provided training, Set up accounts, Process vouchers

GOR – Track SF270, recently received access to GFEBS

Federal Program Managers Provide to State the Funds commitment

sheets Load accounts with Commitment Lines of

Accounting (LOA) Approve SF270 Must keep State up to date on changes to the

funding levels and new lines of accounting

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Roles & Responsibilities

State Military Department Correctly bill SF270 with the new

requirements What is reported on the Face of the SF270

changed Cage codes; Running totals; Match

requirements and Program income – Reported on SF270

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SF270 Processing Ability to process transaction didn’t

occur until February 2012 February we submitted “test” SF270

to get a understanding of the flow and make sure it worked

Established template for each funds commitment sheet

The order of the Lines of Accounting (LOA) of the SF270 must match the order of the LOA on the Funds Commitment Sheet otherwise…

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SF270 Processing

Pen & Ink Changes No Longer Allowed Slower reimbursements (Avg 23 days

compared to 7) Bundled Payments Must track by Point Accounts All Expenditures for 1 appendix are

reported together - An appendix may have 2 PMs, 2 FCS (#5 and #7)

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How’s It Going?

Communication, Coordination & Cooperation (USPFO, PMs and SMD)

Continue to Strengthen Relationships Revenue is starting to flow in on a regular

basis

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DISCUSSION

How did the Conversion to GFEBS work in your State?States with Advances – Have you found the solution to Advance Payments in GFEBS?

GFEBS Year-End CloseHow to perform year-end close functions/reconciliations in GFEBS?

Training provided for new employees?